BASIC COMPUTER NOTES

COMPUTER

“Common Operating Machine, Purposely used for Technological and Educational Research”.

Computer is a word servies from the word “compute” which means calculate.

Computer is an electronic device which is used for fast calculation and also accepts information data and
stored in memory.
(OR)
“Computer is an electronic device that perform our essential tasks accordingly to predetermined
instruction”.

The Computer is capable to storing making necessary changes and providing data on demand again.

CHARLES BABBAGE IS THE FATHER OF COMPUTER INVENTED IN 1833

DATA: The collection of alphabetic numbers , pictures are collectively called as data.

There are 3 types of data :-

 Alphabetic Data :- It is used only an alphabetic means A –Z characters only

 Numeric Data :- Its only a numbers means 0 -9 characters only.
 Alpha Numeric :- It is data that is made of numbers and letters. 1=

CHARACTERISTICS OF COMPUTER :-

1. SPEED :- It accepts data in 10-9sec (nano second)

2. ACCURACY :- If doesn’t make any mistake
3. It gives accurate / correct answer
4. CONSISTENCY :- It doesn’t get board or tried
It gives logical operation like Yes/ No (or) True/ False
5. FLEXIABILITY :- It is a versatile machine because it is used in almost all fields for various purposes
like It is used for calculation , video editing or in picture editing or to store a data and also for
operating another machine etc..
6. STORAGE CAPACITY :- It more storage Capacity
“Computer data storage” is a technology consistency of computer components is recording
media that are used to retain digital data. It is a core function and fundamental components of
computers.

Storage capacity refers to how much disk space one or more storage devices provides “It
measures how much data a computer system may contain” .
Example:- A Computer with a 500GB hard drive has a storage capacity of 500 Gigabytes.

8 bit = 1 byte = 1024 byte = 1 kilobyte = 1024 kilobyte =1 megabyte =1024megabyte =

1gigabyte(GB)

NOTE:- 1024 Gigabytes = 1 Terabyte.

Windows Operating System is a collection of Programs used to manage the computer resources

Well perform following tasks :-

 FOLDER :- It is a location in which it can store files.

 ICON :- It is a graphic representation on symbol representing with element.
 RUN:- This is the fastest way of starting program or instant software on your computer or starts
or opens folds or connect to networks resources with run you will instant acess of everything.

WINDOWS NOTEPAD (.txt)

(Original Author – Richard Brodie , Developer – Microsoft)

Notepad is a simple text editor for Microsoft windows and a basic “text editing” program text enables
computer uses to create documents.

FILE New ctrl + N

New Window ctrl + shift + N
Open ctrl + O
Save ctrl + S
Save as ctrl + shift + s
Page setup Nil
Print ctrl + P

EDIT Undo ctrl +Z

Cut ctrl + X
Copy ctrl + C
Paste ctrl +V
Delete Del
Search with blog ctrl + E
Find ctrl + F
Find next F3
Find previous shift + f3
Replace ctrl + H
Goto ctrl +G
Select All ctrl + A
Time/ Date F5
FORMAT:-
Word Wrap
Font

VIEW:-
Zoom
 Zoom in – ctrl + + (plus)
 Zoom out – ctrl + - (minus)
 Restore Default zoom – ctrl + 0

HELP :-

View Help
Send Feedback
About Notepad

WORD PAD (RTF)

Wordpad is the basic word processor that has been included with almost all version of Microsoft
windows. It is more advanced than Microsoft notepad and simple than Microsoft word.

SHORTCUT KEYS
Ctrl + A = Select All
Ctrl + Shift + A = Upper case/ Lower case
Ctrl + B = Bold
Ctrl + C = Copy
Ctrl + D = Bitmap image in Document / Ms paint
Ctrl + E = Centre Text
Ctrl + F = Find
Alt + F = File
Ctrl + H = Replace
Alt + H = Home
Ctrl + I = Italic
Ctrl + J = Justify
Ctrl + K = Hyperlink
Ctrl + L = Left Alignment
Ctrl + shift + L = Start a list/ bullets
Ctrl + N = New
Ctrl + O = Open
Ctrl + P = Print
Ctrl + R = Right Alignment
Ctrl + S = Save
Ctrl + U = Underline
Ctrl + V = Paste
Ctrl + X = Cut
Ctrl + Y = Redo
Ctrl + F1 = Minimize Ribbon
Ctrl + @ = Add space after Paragraph
Ctrl + ! = Remove space after Paragraph
Ctrl + = = Subscript
Ctrl + > = Grow font
Ctrl + shift + = = superscript
Ctrl + shift + < = Shrink font
Alt + f4 = Close the wordpad
F1 = Get help
Alt + Y = Get help
Ctrl + Z = undo

MICROSOFT WORD
Microsoft Corporation is an American multinational technology corporation which produces
computer software consumer electronics personal computers , and relate services its best
known software products are the Microsoft windows.

MICROSOFT WORD (.docs)

Microsoft word is a word processor

Word processor : Word processor is a software package that enables you to create edit print and save
the documents for the future use.

SHORTCUT KEYS FOR MICROSOFT OFFICE WORD

Ctrl +A = Select All
Ctrl + B = Bold
Ctrl + C = Copy
Ctrl + D = Open the “font” preferences window
Ctrl + E = Centre Alignment
Ctrl + F = Find
Ctrl + G = Go to
Ctrl + H = Replace
Ctrl + I = Italic
Ctrl + J = Justify
Ctrl + K = Hyperlink
Ctrl + L = Left Alignment
Ctrl + M = Move
Ctrl + N = New
Ctrl + O = Open
Ctrl + P = Print
Ctrl + Q = Reverse indent
Ctrl + R = Right Alignment
Ctrl + S = Save
Ctrl + T = Create hanging indent
Ctrl + U = Underline
Ctrl + V = Paste
Ctrl + W = Close the currently open document
Ctrl + X = Cut
Ctrl + Y = Redo
Ctrl + Z = Undo

Alt + F4 = Shut down

Window key + D = Minimize
Alt + Tab = maximize
Ctrl + W = Close
Ctrl + Shift + A = Sets the selected text to all capital letters
Ctrl + Shift + D = Adds double underline to the selected text
Ctrl + Shift + E = Enable or disable revision tract
Ctrl + Shift + F = Opens font window to change the font
Ctrl + Shift + G = Word Count
Ctrl + Shift + H = Delete
Ctrl + Shift + I = Italic
Ctrl + Shift + J = uniform spacing between letters
Ctrl + Shift + K = Uppercase
Ctrl + Shift + L = Quickly create a bullet point
Ctrl + Shift + M = max Your paragraph closer to margin
Ctrl + Shift + N = Brings back the text to the Normal style (clear all formatting)
Ctrl + Shift + O = Research
Ctrl + Shift + P = Change the size of your text
Ctrl + Shift + Q = Change the text into symbol font
Ctrl + Shift + S = Apply Styles (font syles)
Ctrl + Shift + U = Underline
Ctrl + Shift + W = Underline for each words

Ctrl + Shift + F5= Book mark

Ctrl + Shift + F6 = Show comments
Ctrl + Shift + F8 = Translate
Ctrl + Shift + F12 = Print / Print Preview
Ctrl + Shift + (*/8) = Show / Hide
Ctrl + Shift + (=/+) = Super script
Ctrl + Shift = > = Increase Font size
Ctrl + Shift = < = Decrease font size
Ctrl + Shift + ↓ = Select down the next paragraph
Ctrl + Shift + ↑ = Unselect the next paragraph
F1 = Word help
Ctrl + F1 = Minimize and maximize ribbon
Shift + F1 = Reveal Formatting
Ctrl + F2 = Print
Ctrl + F3 = Delete
Shift + F2 = Change case
Shift + Alt + T = Time
Shift + Alt + d = Date
Alt + F3 = Create new
Ctrl + F4 = Delete page
Alt + F4 = Close window
Shift +F4 = Find
F4 = Find , replace & Go to
Ctrl + Shift + F5 = Book mark
Alt + F5 = Minimize window
F7 = Spelling and grammar
Shift + F7 = Research
Alt + F5 = Minimize window
F7 = Spelling and grammar
Shift + F7 = Research
Alt + F8 = Macros
Ctrl + F9 = Flower bracket {
Ctrl + F10 = Minimize and Maximize window
Shift + F10 = Cut , copy , paste , font , paragraph, bullets , numbering , style, Hyperlink ,
lookup ,synonyms , translate , additional action.
Alt + F10 = Selection and visibility
Alt + F11 = Microsoft visual basic for application
F12 = save as
Ctrl + ] = Increase selected font +1pts
Ctrl +[ = Decrease selected font -1pts
Ctrl + Alt + T = Insert trade mark
Ctrl + Shift + F12 = Print
Ctrl + @/2 = More space
Ctrl + !/1 = Remove space
Ctrl + %/5 = little space
Ctrl + ‘/0 = Add space before paragraph
Alt + F1A = Save the document under a different file
Ctrl + Shift +* = Show / Hide
Ctrl + Shift +→ =Move one word to the right
Ctrl + Shift + ← = Move one word to the left
Ctrl + Shift + ↑ = Moves to the beginning of the linear paragraph
Ctrl + Shift + ↓ = Move to the end of the paragraph
Ctrl + End = Move the cursor to the end of the document
Ctrl + Home = Move the cursor to the beginning of the document

HOME TAB IN CLIPBOARD :-

Paste: (Ctrl+ V)
Click here for more options such as pasting only the values or formatting.

Cut : (Ctrl + x)
Cut the selection and put it on the clipboard

Copy : (Ctrl + c) :
Copy the selection and put it on the clipboard
Format Painter : (Ctrl + Shift + C)
Copy formatting from one place and apply it to another double click this button to apply the
same formatting to multiple places in the documents.

FONT :-

1. FONT (Ctrl + Shift + F) :- Change the font face

2. Font Size (Ctrl + Shift + P) :- Change the font size
3. Grow Font (Ctrl + Shift + >) :- Increase the font style
4. Shrink Font (Ctrl + Shift +<) :- Decrease the font style
5. Change Case ( Ctrl + Shift + A) :- Change all the selected text to upper case lower case or other
common capitalization
6. Clear Formatting :- Clear all the formatting from the selection leaving only the plain text
7. Bold ( Ctrl + B ):- make the selected text bold
8. Italic ( Ctrl + I) :- Italicize the selected text
9. Underline (Ctrl + U) :- Underline the selected text
10. Strike through :- Draw a line through the middle of the selected text
11. Subscript (Ctrl +=) :- Create small letters below the text base line
12. Superscript (Ctrl +Shift +=) :- Create small letters above the line of text
13. Text effects :- Apply a visual effect5 to the selected text such as a shadow , glow or reflection.
14. Text highlight color:- Make text look like it was marked with a highlight pen
15. Font color :- Change the text color

HOME:-
PARAGRAPH

1. Bullets :- Start a bulleted list

Click the arrow to choose different bullets styles
2. Numbering :- Start a numbered list
Click the arrow to choose different numbering formats
3. Multilevel list :- Start multilevel list
Click the arrow to choose different multilevel list styles
4. Align text left (Ctrl + L) :- Align text to the left
5. Centre (Ctrl + E ) :- Centre text
6. Align text right (Ctrl + R) :- Right alignment
7. Justify :- Align text or both the left and right margins adding extra space between words as
necessary
8. This creates a clean look along the left and right side of the page
9. Decrease Indent :- Indent level of the paragraph
10. Increase Indent :- It increases the indent level of paragraph
11. Line and paragraph spacing :- Change the spacing between line to text
12. Sort :- Alphabetize the selected text or sort numerical data
13. Shading :- Color the background behind the selected text or paragraph
14. Borders :- Customize the border of the selected cells or text
15. Show / Hide (Ctrl +*) :- Show paragraph marks and other hidden formatting symbols
HOME
STYLES:-

Format titles , quotes , and other text using this gallery of styles

Change styles:- Change the set of styles , colors fonts and paragraph spacing used in this document

HOME
EDITING

1. Find (ctrl + F) :- Find text or other content in the document

2. Replace (Ctrl +H) :- replace text in the document
3. Select (Ctrl +A) :- Select text or objects in the documents

INSERT
Pages:-

Cover pages:- Insert a fully formatted cover page

You fill in the title , author , date , and other information

Blank Pages :- Insert a new blanks page at the cursor position

Page Break (Ctrl + Return) :- start the next page at the current position

Tables
Insert or draw a table into the document

Illustrartions:-
Picture :- Insert picture from file

Clipart :- Insert clip art into the document including drawings movies sounds or stocks , photography to
illustrate a specific concept
Shapes:- Insert ready made shapes , such as rectangles , circles arrows lines , flow chart symbols and
callouts.
Smart art:- Insert a smart art graphic to visually communicate information
Smart graphic range from graphical list and process diagram to more complex graphics such as venn
diagrams and organization charts

Chart
Insert chart :- Insert a chat to illustrate and compare data
Bar pie line area and surface are some of the available types
Screenshot:- insert a picture of any program this is not minimized to the taskbar

Click screen clipping to insert a picture of any part of the screen

Links:-
Hyperlink :- (Ctrl + K)
Create a link into a web page a picture an e- mail address or a program
Book mark :- Create a book mark to assign a name to a specific point in a document

You can make hyperlink that jump directly to a book marked location

Cross Reference :- It refer to items such as headings figures and tables by inserting a cross references
such as “see table 6 below” or “turn to pages 8”
Cross references are automatically updated if the content is moved to another location , by default ,
cross references are inserted as a hyperlinks.

Header and Footer:-

Header :-
Edit the header of the documents
The content in the header will appear at the top of each printed page
Footer :-
Edit the footer in the document
The content in the footer will appear at the bottom of each printed page
Page Number :-
Insert the page number in the document

PAGE LAYOUT
Themes:-

Change the over all design of the entire document, including colors fonts and effects.
Theme colors:-
Change the colors for the current theme

FONTS
Theme fonts
Change the fonts for the current theme

PAGE SETUP:-
Margins
Select the margin sizes for the entire document or the current selection
Orientation:-
Switch the pages between portrait and landscape layout
Size
Page size :- Choose a paper size for the current section

To apply a specific paper size to all sections in the document, click more paper size

COLUMNS
Split text into two or more columns

Break
Add page, section or column breaks to the documents

Line numbers
Add line numbers in the margins along side of each line of the document
HYPHENATION
Turn on the hyphenation which allows word to break lines between the syllables of the words

Books and magazines hyphenate their text in order to have more uniform spacing between words

PAGE BACK GROUND:-

Water Mark:- Insert ghosted text behind the content on the page. This is often used to indicate that a
document is or be treated specially, such as confidential .

PAGE COLORS:-
Choose a color for the background of the page

Page Borders:-
Add or change the border around the page.

PARAGRAPH:-
Indent left (Ctrl + M):-
Move in the left side of the paragraph by a certain amount
To change the margins of the whole document click the margins buttons

Indent Right (Ctrl + Shift + M) :-

Move in the right side of the paragraph by a certain amount
To change the margin for whole document, click the margins buttons

Spacing Before:- Change the spacing between paragraphs by adding space above the selected
paragraphs.

Spacing After :- Change the spacing between paragraph by adding space below the selected paragraphs
Arrange (only after using shapes/ pictures/ clipart)

Object position :-
Position the select object on the page
Text automatically set to wrap around the object

Wrap text
Change the way text wraps around the selected object
To configure the object so that is moves along with the text around the select “In the Line with text”

Bring Forward :-
Bring the selected object forward one level or to the front of all objects

Send backward :-
Send the selected object back one level or to the back of all objects

Selection panes:-
Show the selection panes to the help select individual objects and to change their order and visibility
Align:-
Align the edges of multiple selected objects you can also them or distribute them evenly across the page

Group :-
Group Objects together so that they can be treated like a single object
Rotate :-
Rotate or flip the selected object

MAIL MERGE

Type a letter and then

Mailings
 Start Mail Merge
 Step by Step mail merge wizard
 Mail merge (Column opens)

 Select document type

What type of document are you working on
 Letters
 E – mail messages
 Envelops
 Labels
 Directory
Step 1 of 6
→ Next starting document
 Select starting document
 How to you want to setup your letters?
 Use current document
 Start from a template
 Start from existing document
Step 2 of 6
→Next select recipients
 Use an existing list
 Select from outlook contacts
 Type a new list
Type a new list
Type the names and address of the recipients

→Create
New Address list

Type recipients information in the table. To add more entries click New entry
Title First Name Last Name Company Name
New Entry Find
Delete Entry Customize Columns ok cancel

Click on Customize columns

Select required field names and click rest of all you can select field names or delete/ add/rename the
fields names here

Customize Address list

Field Names

First name Add

Last name Delete
Company name Rename
Address line 1
Address line 2
City
State
Zip code
Country or region Move up
Home Phone Move down
Work phone
E- mail Address

Ok Cancel

Then click on ok

New Address list

Type recipients information in the table to add more entries

Click on new entry

Title First name Company Name Address name City

Manager Nikhil RK Textile Sunkadakatte Bengaluru

Click on New Entry For more Entries

Title First name Company Name Address name City

Manager Nikhil RK Textile Sunkadakatte Bengalore
CEO Nikhil SLV Traders Rajajinagara Bangalore

(Note:- Press a tab key to move on from one column to another column)
Save Address List
File name :- (give your name with some numbers)
Save as type:- Microsoft office address lists

Tools Save cancel

Click on save
Then Click on Ok

(Note:- If you want to edit recipients list click on Edit recipients list….)

Step 3 of 6 :-
→Next :- write Your letter
Write your letter
If you have not already done so , write your letter now

Step 4 of 6:-
→Next :- Preview your letters
Preview your letters
 Recipients

Click on Find a recipients

One of the merged letters is previewed here to preview another letter , click on the following

You can make changes here of your recipients list

Make changes
If you want you can also change your recipients list by clicking on this
Edit recipients list:-
Click on “Insert Merge” Field – and add columns you selected one by one the click on

Step 5 of 6 :-
→ Next : Complete the merge

Complete the merge

Mail merge is ready to produce your letters

Merge :-
Print
Edit Individual letters

Click on Edit Individual letters

Merge to new document

Merge records
  All
 Current record
 From 1 to 3
Ok Click on Ok

Microsoft excel (.xls)

Microsoft excel is a helpful and powerful program for data analysis and communication it is a spread
sheet program which contains a number of columns and rows where each intersection of a column and
rows is a “cell”
Each cell contains one point of data or one place of information.

OR
Excel is a spread sheet program in the Microsoft office system you can use excel to create and format
work books ( a collection of spread sheet ) in order to analyze data and make more informed business
decisions , specially you can use.
Excel to track data, build models for analyzing data write formulas to perform calculations on that data.
Pivot the table the data in numerous ways and present data in a variety of professional looking charts

Microsoft excel is a widely used statistics tools across industries for its powerful data analysis features
like calculation pivot tables , graphing tools land a macro programming language called visual basic for
applications (VBA)
.xls is the file extension of Microsoft Excel

Basic Excel Advanced Excel

 Understanding excel interface.  Learning various function (and/or,

 Learning basic function like (Add, date and time etc)
delete, hide etc).  Relative, mixed and Absolute
 Basic formatting referencing
 No Paste special  Condition formatting
 Data cleaning Techniques  Goal seek creating and Designing
 Math and text function dashboard
 Data validation power query sheet
protection
 Table array, effect index and match
pivot table
 V Lookup/H lookup/lookup
The Microsoft Excel window

This selection will introduce us to the Excel window. To begin this section, start
Microsoft Excel as follows.

1. Click on Microsoft start button

2. Point the mouse on all programs
3. Click on Microsoft office
4. Click on Microsoft Excel

The Microsoft Windows appears and your section looks similar to the one shown
here.
 Tabs in Microsoft Excel

HOME TAB

INSERT TAB

PAGE LAYOUT TAB

FORMULAS TAB
DATA TAB

REVIEW TAB

VIEW TAB

BASIC FORMULAS
Sum :- Adds all the numbers in a range of cells

=sum(numbers + numbers) :- =sum(1 + 2) = 3

= sum(numbers – numbers) :- =sum(4-2) =2
=sum (numbers * numbers) :- =sum(1*2) =2
=sum(numbers/numbers) :- =sum(9/3) = 3
PRODUCT
Multiples all the numbers give as arguments and returns the product

Syntax :-
=product (number1 , number2)
=product (6,5)
Ans :- 30

Fact
It returns the factorical of a number the factors of a numbers is equal to 1*2*3
Syntax :-
=fact(numbers)
=fact(5)
Ans:- 120 (counts as 5!= 5*4*3*2*1) =120

ROMAN
It Converts an Arabic numbers to roman

Syntax = roman(number)
=max(10)
Ans :- X

MAX
It returns the largest number is a set of a value

Syntax = Max (numbers1 , numbers2)

=max(9 , 10)
Ans:- 10

MIN
It returns the smallest number in a set of the value

Syntax = MIN(numbers1 , numbers2)

=min (9 , 10)
Ans:- 9

SQRT
It returns a positive square root
Syntax = sqrt (square number)
=sqrt(9)
Ans :- 3
 BASIC EXCEL
1) ITEM LIST:-

CALCULATION:

I. Amount= (quality*price)
Eg:- (150*75)
II. GST Rate = which ever you have given %
Eg:- (5%,6%,8%)
III. GST amount = (amount*GST Rate)
Eg:- (12250*5%)
IV. Discount rate = which ever you have given
V. Discount amount = (Amount*discount rate)
Eg:- (11250*2%)
VI. Net rate = (amount+ GST amount – discount amount)
Eg:- (11250+562.5-225=11587.5)
2) SALARY SLIP

CALCULATION:
TA:- TRAVELLING ALLOWANCE
DA:- DEARNESS ALLOWANCE
CA:- COUNTER ALLOWANCE
HRA:- HOUSE RENT ALLOWANCE
ESI:- EMPLOY STATE INSURANCE
PF:- PROVIDENT FUND
ESI=0.75%
PF=10% FIXED
HRA,TA,DA,CA whichever you given % calculate on Basic salary
I. Gross salary = basic salary + TA + HRA + DA=CA
= 30000+550+500+60+625
= 31735
II. Total deduction = ESI +PF
= 225+3000
= 3225
III. Net salary = Gross salary – Total deduction
= 31735 – 3225
= 285100
3) STUDENTS MARKS LIST

CALCULATION:

FORMULA :- average; average(select all)

Total =Sum(Kannada+English+Hindi+Maths+Science+Social)

RESULT:- =IF(AND(KAN>=45,ENGLISH>=35,HINDI>=35,MATHS>=35,SCIENCE>=35,SOCIAL>
=35),”PASS”,”FAIL”)

GRADE:-
=IF(AVERAGE>=85,”DISTINCTION”,IF(AVERAGE>=60,”FIRST”,IF(AVERAGE>=50,
“SECOND”, IF(AVERAGE>=30,”PASS”,”FAIL”))))
 4. POWER BILL

WORKING NOTE:-

PRESENT READING – Which ever amount is given by you higher amount

Eg:- 1000
PREVIOUS READING – Which ever amount given by you lower amount of present reading

UNIT CONSUMED – (present reading-previous reading)

Eg:- 1000-600=400

RATE FIXED
=IF(UNIT CONSUMED>=500,”5.25”,IF(UNIT CONSUMED>=400,”4.25”,IF(UNIT
CONSUMED>=300,”3.25”, IF(UNIT CONSUMED>=200,”2.25”, IF(UNIT
CONSUMED>=100,”1.25”)))))

AMOUNT = UNIT CONSUMED*RATE Eg:- 400*425=17000

 DATE AND TIME FUNCTIONS
Excel date and time functions can be used to extract information from and perform operations
on excel dates and times.

 DATE: Returns the serial numbers of a particular date.

=Date(year, month, day)
16, 05, 03
=5/12/1916
 TIME: converts hours, minutes, and seconds given as numbers to an excel serial numbers,
formatted with a time format.
=Time(hour, minute, second)

 DAY: converts serial numbers to a day of the month.

=Day(serial numbers)

 DATE VALUE: Converts a date in the form of text to a numbers that represents the date in
MS. Excel.
Date time code
=date value(date-text)
Example: date value(“12/31/2015”)
42369.

 TODAY: It returns today’s date

=today()
Example: returns today’s date

 DAYS 360: returns the numbers of days between two dates based on a 360 days year.
Syntax = Days360(Start date, end date)
= Days 360(1/1/2017-31/1/2017)

 NETWORK DAYS: Calculate number of working days between 2 dates excluding Saturday
and Sunday or holiday
Syntax : =network days(start date, end date)

AUTO FILLING
Auto fill is magic fric in excel that saves our ton of time
Type 1 in one cell – drag – then
Fill series – you will get 1-10
Dates filling 1/4/2021 – drag Time filling 6:00 – drag
Use side up , down also
 CONDITIONAL FORMATTING
Conditional formatting is a feature in many spread sheet application that allows you to apply
specific formulas to cells that meet certain criteria it is most often use as a color – based
formatting to highlight emphasize for differentiate among data and information stored in a
spread sheet.

Prepare data as a below to apply conditional formatting

Numbers Text Date Numbers

10 mon 13/10/2021 10
20 tue 14/10/2021 20
30 wed 15/10/2021 30
40 thru 16/10/2021 40
50 fri 17/10/2021 50
60 sat 18/10/2021 60
70 mon 19/10/2021 70
80 tue 20/10/2021 80
90 wed 21/10/2021 90
100 thur 22/10/2021 100

Go to - Conditional formatting highlight cell rules

 Greater than
 Lesser than
 Between
 Equal to
 Text that contains
 Date occurring
 Duplicate values

When you select cells these enter the criteria in dialogue box and select color click – ok

Examples : - 10 go to – conditional formatting

20 ↓ `
30 Greater than
40 you will get dialogue box
50
60 format the cells that are greater than 55
70 ↓
80 with light red fill with dark red text
90
100
Click ok

The values will be highlighted same way you can use for remaining top / bottom rules
  Data bars :- If you select any graph clicked on it . The inbuilt graph is displayed within the cells.
 Color scales :- Rarely used especially used in mechanical fields
 Icon sets :- Used for service in news channel traffic etc…

How to clear rule from sheet :-

Go to→ conditional formatting →
Clear rules →
Clear rules from selected cells.
Clear rules from entire sheet

→ click on that

SORTING IN EXCEL
Sorting in excel is arranging data according to our requirements it can be stored alphabetically or
numerically.

Basic sorting works when sorting is on only one column . advanced sorting is multi sorting.

Example:- 1

TIME :- keep the cursor inside data in any one cell

2.5
3.4 Go to Home - sort & filter
4.5 ↓
9.5 Select smallest to largest ---- ok
1.2
8.9 Ans:- 1.2
2.5
3.4
4.4
8.9
9.5

Example:- 2

Currencies 2562 keep the cursor inside the data in any one cell
2569 Go to Home sort & filter
2541 ↓
2402 select largest to smallest
2950

Example :- 3 Sales man Sales done

Ajay 6581
Rita 6583
Antony 6784
Suma 6785
Step 1 :- Color any one row to find that data is relationship is not learning
Step 2 :- Go to Sort & filter →Descending or Ascending order

↓
Ok
Example 1 :- Dates
1/12/2020 Keep the cursor inside cell
2/12/2021 ↓
3/12/2022 Sort & Filter→ oldest to newest
4/12/2023 newest to oldest
5/12/2024 ↓
6/12/2025 ok

FREEZE PANES
The excel freeze panes tools allows you to lock your column and for row headings so that when you
scroll down or over to view the rest of your sheet the first column and/ or top row remain on screen

Go to view

Freeze panes

→freeze panes :- keeps rows and columns visible while the rest of worksheet scrolls

→freeze First Column :- Keep the first column visible while scrolling through the rest make use of freeze
panes options.
DATA BASE FUNCTIONS:-
The functions of a database is to collect and organize input data. A database is an organized
collection of interrelated data that serves a number of application in an enterprise. The
database stores not only the values of the attributes of various entities but also the relationship
between these entities

1. DCOUNT:

Returns the number of cells in a column or database that contains numeric values and meets a
given criteria.
Example:

Criteria

Color Price qty Total

red - - -

Formula:- =DCOUNT(FULLTABLE,TOTAL HEAD,CRITIRIA)

2. DCOUNTA:

Returns non blank cells that matches condition

Syntax: =Dcounta(range, field, criteria)

Formula:
=Dcounta(full table, color head, criteria)

3. DMAX & DMIN:

The excel D max function returns the maximum value in a field from a set of records that match
criteria.
D min function to get the minimum value.
Syntax:
=dmax(full table, sale, criteria)
=dmin(full table, sale, criteria)

Example:

Formula: Dmin(full table, sales head, criteria)

Formula: Dmin(full table, sales head, criteria)

4. DPRODUCT:
Calculate to multiply particular field given criteria

Formula: =Dproduct(full table, height head, criteria)

5. DSUM:
Sums up column in data on criteria.

formula: DSUM(full table, sales, criteria)

6. DGET:
The excel DGET function gets a single value in a given fields from a record that matches criteria

Formula: =DGET(full table, total, criteria)

LOGICAL FUNCTIONS:-
Logical functions are used in spreadsheet to test whether a situation is true or false. Depending
on the result of that test, you can then elect to do one thing or another.

These decisions can be used to display information, perform different calculations or to

perform further tests. Combines multiple conditions together.

The logical functions are:

AND- Returns TRUE if all of its arguments are TRUE

IF – specifies logical test to perform

NOT- reverses the logic of its argument

OR- returns TRUE if any argument is TRUE

You can give the conditions up to 64 levels in logical functions

IF FUNCTIONS EXAMPLE….

Assume that you are having 6000 budget

The above logical test is for to check whether I can brief the item or not.
Formula :- Subtotal= (qty*price)
Affordable =if(subtotal<6000,”yes”,”no”)

AND FUNCTION EXAMPLE….

FORMULA:- =AND(SCORE>75,SCORE>90)

Type the above formula and enter then drag. You will get true or false.

OR FUNCTION EXAMPLE…..
FORMULA:- =OR(COLOR=”RED”,COLOR=”GREEN”)

NOT FUNCTION EXAMPLE……

FORMULA:- =NOT(VALUE<60)

COMBINED IF, AND, OR EXAMPLE….

FORMULA:-

=IF(OR(AND(SCORE 1>=20,SCORE 2>=25),AND(SCORE 1>=15,SCORE 2>=20)),”PASS”,”FAIL”)

 MICRO SOFT EXCEL SHORTCUT KEYS
Ctrl + A: To select all the contents in a book

Ctrl + B :To turn highlighted cells bold

Ctrl + C : To copy cells that are highlighted

Ctrl + D : To fill the selected cell with the content of the cell right above

Ctrl + F : To search for anything in a workbook

Ctrl + G : To Jump to a certain area with a single command

Ctrl + H : To find and replace cell contents

Ctrl + I : To italic cell contents

Ctrl + K : To insert a hyperlink in a cell

Ctrl + L : To open the create table dialog box

Ctrl + N: To create a new work book

Ctrl + O: To open a sacred work book

Ctrl + P : To print a work book

Ctrl + R : To fill the selected cell with the content of the cell on the left

Ctrl + S: To scar a work book

Ctrl + U : To underline highlighted cells

Ctrl + V : To paste anything that was copied

Ctrl + W : To close your current work book

Ctrl + Z : To undo the last action

Ctrl + 8 : To show the outline symbols

Ctrl + 9 : To hide a row

Ctrl + 0 : To hide a row

Ctrl + Shift+ : To enter the current time in a cell

Ctrl + ; : To enter the current date in a cell

Ctrl + ‘ : To copy the formula from the cell above

Ctrl + - : To delete columns or rows

Ctrl + shift + = : To insert columns and rows

Ctrl + shift + + : To switch between displacing excel formulas or there values in cell

Ctrl + shift + @ : To apply time formatting

Ctrl + shift +$ : To apply currency formatting

Ctrl + shift + # : To apply date formatting

Ctrl + shift + ! : To apply comma formatting

Ctrl + shift + % : To apply percentage formatting

Ctrl + shift + & : To place borders around the selected cells

Ctrl + shift + _ : To remove a border

Ctrl + - : To delete a selected row or column

Ctrl +spacebar : To select an entire column

Ctrl + shift + spacebar : To select an entire workbook

Ctrl + Home : To redirect to cell A1

Ctrl + shift + Tab : To switch to the previous workbook

Ctrl + shift +F : To open the fonts menu under format cells

Ctrl + shift – O : To select the cells containing comments

Ctrl + Drag : To drag and copy a cell or to a duplicate worksheet

Ctrl + shift + Drag : To drag and insert copy

Ctrl + arrow : To jump to the last cell in a current column

Ctrl + up arrow : To go to the top most cell in a current column

Ctrl + right arrow : To go to the last cell in a selected row

Ctrl + left arrow : TO jump back to the first cell in a selected row

Ctrl + End : To go to the last cell in a work book

Alt + page up : To move the screen forward the left

Ctrl + F2 : To open the print preview window

Ctrl + F1 : To expand or collapse the ribbon

Alt : To open the access keys

Tab : Move the next cell

Alt + F + 7 : To open the options

Alt + Down arrow : To activate filters for cells

F2 : To edit a cell

F3 : To paste a cell name if the cell have been named

Shift + F2 : To add or edit a cell comment

Alt + H + B : To add a border

Ctrl + 9 : To hide the selected rows

Ctrl + 0 : To hide the selected columns

ESC : To cancel an entry

Enter : To complete the entry in a cell and more to the next one

Shift + Right arrow : To extend the cell selection to the right

Shift + left arrow : To extend the cell selection to the left

Shift + Space : To select the entire row

Page up /down : To move the screen up or down

Alt + I : To go to the home tab in ribbon

Alt + N : To go to the insert tab in ribbon

Alt + P : To go to the page layout tab in ribbon

Alt + M : To go to the formulas tab in ribbon

Alt + A : To go the date tab in ribbon

Alt + R : To go to the review tab in ribbon

Alt + W : To go to the view tab in the ribbon

Alt + Y : To open the help tab in ribbon

Alt + Q : To quickly jump to search

Alt + enter : To start a new line in a current cell

Shift + F3 : To Open the insert function dialogue box

F9 : To calculate work book

Shift + F9 : To calculate an active work book

Ctrl + Alt +F9 : To force calculate cell work book

Ctrl + F3 : To open the name manager

Ctrl + shift + F3 : To create names from values in rows and columns

Ctrl + Alt ++ : To Zoom in inside a work book

Ctrl + -- : To Zoom out inside a work book

Alt + 1 : To run on auto save

Alt + 2 : To save a work book

Alt + F + E : To export your book

Alt + F + Z : To share your work book

Alt + F + C : To close and save your work book

Alt + F4 : To turn key tips On or Off

Alt + Y + W : To know what is new in Microsoft excel

F1 : To open Microsoft excel help

Ctrl + F4 : To close Microsoft excel

MICROSOFT POWER POINT (.ppt)

Microsoft power point is a presentation program created by Robert Gaskins and Dennis
Austin at a software company named fore thought in a inc it was released on April 20 1987
Initially for revise tosh computers only

“Microsoft power point is a powerful slide show presentation program it is a standard

component of the company’s Microsoft office suite software, and is handled together with
word, excel, and other office productivity tools, the program uses slides to convey in
formation rich in multimedia.

SHORT CUT KEYS FOR MS.PPT

Ctrl + N = Create a new present action document

Ctrl + O = Open an existing present action document

Ctrl + S = save a presentation

Alt + F2 or F12 = open the save as dialog box

Ctrl + W or Ctrl +F4 = Close a present action

Ctrl + Q = save and close a presentation

Ctrl + Z = Und an action

Ctrl + Y = Redo an action

Ctrl + F2 = print preview view

F1 = open the help pane

Alt + Q = Directs to the “tell me what you want to do “ box

F7 = check for spellings

Alt or F10 = Turn the key tips to ‘on’ or ‘off’

Ctrl + F1 = show or hide the ribbon

Ctrl + F = Search in a presentation or use find and replace

Alt + F = open the file tab menu

Alt + H = Go to the home tab

Alt + N = Open the insert tab

Alt + G = Open the design tab

Alt + K = Go to the transition tab

Alt + A = Go to Animations tab

Alt + S = Go to the slide show tab

Alt + R = Go to the review tab

Alt + W = Go to view tab

Alt + X = Go to the add-insert

Alt + Y = Go to the help tab

Ctrl + tab = Switch between open present actions.

 ABBREVICTIONS
ALU : Arithmetic logic unit

A N S I : American national standard institute

B A S I C : Beginners all purpose symbolic instruction code

BAT : Batch file

BD : Binary digits

B M P : Bit mapped pictures

B S N L : Bhartha sanchara nighum limited

CD : Compact disc

CG A : Color graphic adapter

C O B O L : Common business oriented language

COM : Communication

CPM : Control program per machine

CPS : Character per second

CPU : Central processing unit

CU : Control unit

Computer : Common operatic machine purposely used for technologicle and educational
research

C U I : Character user interface

D RAM : Dynamic random aces memory

D BMS : Data base manage system

DDE : Dynamic data exchange

DDR RAM : Double data read random access memory

DOS : Disk operating system

D P I : Dots per inch

D V D : Digital versatile else

EADROM : Electrically alterable programmable read only memory

EDSAC : Electronic delay storage automatic computer

EDU : Educational

EEP ROM : Electrically erasable programmable read only memory

E G A :Enhance graphic adapter

E MAZC :Electronic mail

E NIAC : Electronic numerical integrated calculator

EP ROM : Erasable Programmable read only memory

FAT : File allocation table

FOD : Floppy disk drive

FPD RAM : Fast page data random access memory

F T P : File transfer protocol

G B : Giga byte

G U I : Graphical user interface

H D D : Hard disc drive

H T M L : Hyper text marks up language

H T TP : Hyper text transfer protocol

I/P : Impact

I B M : INTERNATIONAL BUSINEES MANAGEMENT

IC : Integrate circuits
INTERNET : International network

I R C : Internet relay chat

ISDN : Integrated service digital network

I S P : Internet service procedure

K B : Kilo byte

KIPS : Knowledge information processing system

LADY }
ADALOVE } FIRST PROGRAMER
LACE }

LAN : Logical area network

KEY BOARD Keys electronic yet board operating A to Z response directly

LASER : Light amplification by stimulated by emission of radiation

LCD : Liquid crystal display

LOGO : Logic oriented graphic oriented lines per minute

LPM : Lines per minute

LS1 : Large scale integrated a architecture

MB : Mega byte

MGA : MONOCHROME GRAPHIC ADAPTOR

MHZ : Mega hertz

MMS : Multi media message service

MODEM : Regulated demodulator

M P : Micro processor

M S : Microsoft

M U : Memory unit
MONITOR : Mars on Newton is train on

MOUSE : Manually operated user selection equipments

N T : Network

O/P : Output

OCE : Object linking embedding

OMR : Optical mark reader

OPG : Organization

OS : OPERATING SYSTEM

P ROM : Programmable read only meaning

PAL : Color palate

POST : Power on self test

PPT : Power point

RAM : Random access memory

RD ROM : Rambus dynamic read only memory

RDBMS : Relational data base management symbol

ROM : Read only memory

R P M : Rotation revalue action per minute

SRAM : Synchronous dynamic random access memory

SLLI : Super large scale integrated architecture

SMPS : System mode power supply

SMS : Short message service

SUGA : Super video graphic adapter

TB: Terabyte

TPI : Tax per inch

TXT: Text document

UNIVAS : Universal automatic calculator

UPC :Universal product calculator

URL : Uniform resource locator

VCD: Video compact disc

VDU : Visual display unit

VGA :Video graphic adapter

VIRUS: Vital information resource under size

WAN : Wide area network

WRI: Write file

WWW :World wide web

XLS : Excel work sheetXLW : Excel work space